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N.C. Department of Environment and Natural Resources

NC Department of Environment and Natural Resources
Information Technology Services (ITS) - Information Technology Services - Web Conferencing Help

Information Technology Services (ITS)

Web Conferencing Help


Introduction

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What is Adobe Connect Pro?

Adobe Acrobat Connect Pro is a complete web communications solution that enables live, interactive web meetings; virtual classes; on-demand presentations and courses; and group collaboration.

It allows organizations to effectively share a wide range of content, including Microsoft PowerPoint slides, live and recorded video, rich media content, live screen sharing, application sharing, audio, and multiuser text chat.

Running on ubiquitous Adobe Flash® Player software, already installed on over 98% of Internet-enabled desktops, Acrobat Connect Pro enables easy access to live sessions with no software downloads.

What can you do with Adobe Connect Pro? 1

  • Desktop and Application Sharing
  • Polling and Quizzing
  • Text Chat
  • White Boarding or Annotation
  • Archive Capabilities
  • File Transfer
  • Breakout Rooms
  • Web Tour
  • Video
  1. from http://www.adobe.com/products/acrobatconnectpro/faq/


Training Web Links

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All of these training links can be found on this web site:
http://www.adobe.com/resources/acrobatconnect/

Meeting Basics

Using the Share Pod to share documents, applications, and whiteboards

Using Other Pods



Setting Up a Meeting

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Below are instructions on how to set up a basic web conference in Adobe Connect Pro.

Here are some important web addresses:

  1. The main page and log in screen web address for DENR Adobe Connect Pro: https://denr.ncgovconnect.com/
  2. Adobe Connect Pro User Guide, Tutorials and Resource Center: http://www.adobe.com/resources/acrobatconnect/
    • Please visit this web site as soon as you can.
    • Watch the presentations in the 'Starting a Meeting with Connect Pro.'
    • Click through the 'Meeting' and 'Presenter' Tutorials and Articles in the middle of the page.
  3. If meeting participants try to log in to a meeting and only get a blank screen, they will need to go to the following web site and click on the 'Get ADOBE FLASH PLAYER' button on the right-hand side of the screen: http://www.adobe.com/

There are several pages to these instructions, but you will only really be dealing with three screens in Adobe Connect Pro. It is very similar to creating a Calendar event in Outlook or other calendaring software applications.

Here is the log in screen:

log in screen


Log in using your NCID and your NCID/e-mail password:

Log in using your NCID and your NCID/e-mail password:


This is the first screen you will see. If you have set up any meetings, they will be listed here. In order to create a new meeting, click on the 'Create New:' 'Meeting' button.

This is the first screen you will see. If you have set up any meetings, they will be listed here. In order to create a new meeting, click on the 'Create New:' 'Meeting' button.


ENTER MEETING INFORMATION Screen

This is where you create your new meeting. You only have to deal with 5 fields on this screen.

  1. Name: The 3 letter abbreviation of your division, followed by a space, a dash and another space, then followed by the name of your meeting.
    • example: DWQ - Annual Water Quality TAC Meeting
  2. Custom URL: You will need to make up a unique URL name for your meeting, or leave it blank for an automatic, system-generated URL.
  3. Summary: This is a brief summary of the purpose of the meeting, and you may include the meeting location or other information.
  4. Start Time: The actual date and time that the meeting starts.
  5. Duration: How long the meeting is going to last.

Leave the fields below the 'Duration' field alone unless you have been instructed on how to use them.

ENTER MEETING INFORMATION Screen


Here is an example. To continue, click on the 'Next' at the bottom of the screen. (not shown)


This is where you add participants to your meeting. The host will already be listed in the 'Current Participants For...' field as a 'Host.'

This is where you add participants to your meeting.


In order to add a participant to the meeting, click on the person's name in order to highlight it, and then click the 'Add' button. The names are listed alphabetically by first name. If the employee goes by his or her middle name, this may cause some confusion. You will want to contact the user and verify their NCID.

In order to add a participant to the meeting, click on the person's name in order to highlight it, and then click the 'Add' button.


The new participant has been added.

he new participant has been added.


In order to change the role of a participant to/from 'Participant', 'Presenter' or 'Host', highlight the user's name and click on the 'Permissions' button, and click on the permission you want to grant.

In order to change the role of a participant to/from 'Participant', 'Presenter' or 'Host', highlight the user's name and click on the 'Permissions' button, and click on the permission you want to grant.


Host

  1. Primary organizer and facilitator of a meeting
  2. Set up meetings, invite guests, accept attendees into the meeting, put meetings on hold or end meetings
  3. Show slides and content, share your screen, broadcast audio and video, and change meeting room properties
  4. Control participant audio and video broadcast, start and stop meeting recording, create polls, etc.

Presenter

  1. Typically not the meeting organizer, but plays an integral role in managing the meeting, or is responsible for presenting content in the meeting
  2. Show slides and content, and share your screen
  3. Chat, answer questions, and broadcast live audio and video

Participant

  1. Typically invited by the host and does not play any role in organizing or running the meeting
  2. View the content being shown
  3. Hear and see the presenter's audio and video broadcast
  4. Use text chat, take polls, and download files

In this case, Greg Taylor is going to be changed from 'Participant' to 'Host.'

In this case, Greg Taylor is going to be changed from 'Participant' to 'Host.'


More participants have been added. You can add up to 100 participants/presenters/hosts total per meeting. If a participant is not listed in the 'Available Users and Groups' field, you will need to forward a copy of the meeting invitation e-mail to that person. The meeting invitation e-mail will be addressed on an upcoming page. To continue, click on the 'Next' at the bottom of the screen.

More participants have been added.


This is the final meeting setup screen. This will create the e-mail that will be sent out inviting participants to the meeting, giving them some information about joining the meeting, and adding the event to their Outlook Calendar.

At the top, 'Do not send invitations' will be selected as the default. CHANGE THIS TO 'Send Invitations'. You may want to add the Meet Me conference call phone number to the 'Message Body' field. Click 'Finish'.

A conference call phone number will be needed for the meetings as we are not using voice over the Internet. If you need help with this, contact Greg Taylor.


This is the final meeting setup screen


This is the e-mail that was created by setting up the example meeting. If a participant was not listed in 'Available Users and Groups,' forward this e-mail / Calendar event to their e-mail address.

This is the e-mail that was created by setting up the example meeting.


When setting up a meeting, it's helpful to ask for 4 things:

  1. Meeting topic
  2. Meeting date, start and end times
  3. Meeting participants
  4. Conference call phone number


Schedule a Web Conference

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Need the following from person requesting meeting:

  1. Meeting topic (and summary, if available)
  2. Meeting date, start time and end time
  3. Conference call number / Meet Me number
  4. List of participants
  5. Physical meeting location for host

"Invitation" screen

  1. Change option to 'Send' invitations
  2. Change e-mail address to meeting requester's
  3. Verify the phone number

Creating and attending meetings in Adobe Connect Pro is like using Microsoft Word. The basics are very simple, but you have the latitude to 'go crazy with it.'

Just because someone can create amazing, elaborate macros in Word doesn't mean that you can't use Word to do what you need to do.



Meeting Equipment

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Equipment for meeting in a conference room (usually more than 1 person)

  1. Speaker phone
  2. LCD projector
  3. Computer with Internet connection (Laptop or desktop)

Optional: 2nd computer to monitor meeting (to use as a 'meeting monitor' to answer questions, allow participants into meeting, take notes, acknowledge when a participant raises hand, etc.)

Additional optional equipment:

  • Web cam
  • Microphone
  • Computer speakers
  • Projector screen
  • Electrical Extension Cord
  • Power Strip
  • USB Extension Cord (for camera and/or microphone)
  • Wireless Presentation Mouse

Always have equipment backup or have in mind where you can get backup equipment on short notice.

Well ahead of time:

  1. Adobe Connect Pro Meeting URL (i.e., https://denr.ncgovconnect .com/itsstaffmeeting012110)
  2. Meet Me number / Conference call number
  3. Conference room
    • working Internet connection
    • working telephone jack


Equipment Issues

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Make sure computers have all appropriate cables and accessories:

  1. Power cable / supply (laptops running on battery not recommended)
  2. Mouse
  3. Wireless presentation mouse
  4. Network cable
  5. Have spare batteries for the mouse or wireless presentation mouse

Make sure LCD projector has all appropriate cables and accessories:

  1. Power cable / supply
  2. Projector to computer video cable
  3. Projector to computer USB cable (if necessary - rare)

Check on computer:

  1. Make sure all updates have been completed and the computer has been rebooted, if necessary
  2. Make sure virus scan is not scheduled to launch during meeting
  3. Trend Micro scanner is turned off so it won't try to 'discover' computers in the area
  4. Make sure computer is compatible with LCD projector well before meeting

Always have equipment backup or have in mind where you can get backup equipment on short notice.

If a participant's computer is running slowly, the meeting seems 'jerky,' there is big delay in what happens on the host's computer and the participant's computer (which should be evident to the participant by comparing what the host is saying and what is on his or her screen), or there are voice over IP (voip) problems, try the following:

  1. Adjust bandwidth settings in case of poor performance during meeting.
    In the menu bar at the top, click on "Meeting" then click on "Room Performance & Appearance" then click "Optimize Room Bandwidth" and chose one of the options below:
    • LAN is for fast computers on a fast Internet connection
    • DSL/Cable is for fast computers on a slow Internet connection
    • Modem is for a slow computer on a slow Internet connection or a fast computer on a very slow Internet connection
  2. "Pause Camera" if participant is not speaking
  3. Right click anywhere on the meeting screen, and click on "Settings," then click on the microphone icon, then check "Reduce Echo."
  4. Use headsets for better audio quality
  5. You can keep an eye on upload and download speed of the computer by hovering over the green icon with the lock in the upper right-hand corner

If attendees get a blank grey screen when they go to the denr.ncgovconnect.com web site, have them go to: http://www.adobe.com and click on "Get Adobe Flash Player" icon on the right-hand side.



Audio Options

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  1. Carahsoft
    Adobe Connect Pro web conference software integrated audio options through Premiere Global on State Contract 915w:
    1. Standard service, up to 125 audio participants using ReadyConference Plus. Phone accounts are tied to Named User licenses.
      • No set-up fees.
      • $.0375 per minute per user
    2. Large ReadyConferences for up to 300 participants. Must be scheduled in advance: Date, Time, Duration. User changes passcode in Connect's My Profiles for the large conference. Works just like standard service.
      • Setup fee has been waived.
      • $.0375 per minute per user
    3. Auditorium (no Adobe Connect Pro integration). Up to 2,000 participants. Premiere runs audio portion. Users are muted. Q&A session available at no additional charge. Unsynchronized audio recording available at an additional flat charge. Synchronized audio recording available for additional charge. Other optional features available at an additional charge.
      • Note: user may be subject to setup fees, no-show fees, and rescheduling fees
      • Per minute charge: $.15 per minute per user
    4. Event - live operator-assisted call (no Adobe Connect Pro integration). Up to 10,000 participants. Premiere runs audio portion. Users are muted. Q&A session available at no additional charge. Unsynchronized audio recording available at an additional flat charge. Synchronized audio recording available for additional charge. Other optional features available at an additional charge. Note: user may be subject to setup fees, no-show fees, and rescheduling fees
      • Per minute charge: $.30 per minute per user
  2. Office of Information Technology Services Qwest Toll Free Number
    Due to increased demand by agencies for use of reserved Meet-Me numbers, there are no longer numbers that can be assigned to agencies. As an alternative, ITS offers the following service to agencies. A request is made for a Qwest Toll Free number. There is no ongoing cost or per use fee monthly. The agency pays only for the use of the time ($.06 per person who dials in). For further questions about this service please contact Business Services at 919-754-6729
    http://www.its.nc.gov/serviceCatalog/conferencingServices/audioConferencing/
    1. ITS manages the State contracts for the Toll-Free User Managed Audio Conferencing service
      • Supports up to 125 conferees per call
      • Provided through Qwest network services
      • 24 x 7 availability of conference bridges
      • Secure conference calls can be accomplished by enabling a conference pass code on a per call basis
      • WARNING!! Caution should be used when scheduling any conference calls on office calendaring systems. Do NOT publish the passwords/conference id numbers/meeting room numbers, etc. on the calendar unless the meeting is marked ‘private'; otherwise, anyone with access to the calendar can gain access to the conference call.
      • No reservations required
    2. Toll-Free User Managed Audio Conferencing service
      • Initiate service requests via Telephone Service Request Form (TO-5) and submit to the ITS Service Delivery Provisioning Center
      • The Service Delivery Provisioning Center will process the request and provide the requester with confirmation and conference bridge access information via email
      • The service provider (Qwest Communications) will also mail complete dialing instructions to the requestor within two weeks of order fulfillment
    3. Hours of Availability
      • Toll-Free User Managed Audio Conferencing service is available 24 x 7 after initial setup by ITS
    4. How Do We Charge?
      • Rates - Toll-Free User Managed Audio Conferencing service
      • There is no set up charge
      • Initiator pays for all costs associated with the call for all conferees (per minute per conferee)
      • $.06 per minute per person who calls in - paid by Initator
  3. Office of Information Technology Services MEET ME NUMBERS:
    1. It is a number we assign to you for the day and time you'll need it;
    2. There is a charge of $10 per call (it doesn't matter the length of the call, (i.e.: 30 minutes, 1 hour or more);
    3. Be sure to review the instruction sheet on how to initiate it. If you have any questions, call us and we'll be glad to help you;
    4. Be sure to send your request at least 24 hours in advance;
    5. We certainly email and call you after assigning you a number;
    6. Remember that whoever is calling into that number will be paying for the call through their carrier;
    7. When cancelling a Meet-Me Conference Call please fax or email original request, state on that request that you want to cancel so that your department is not billed twice, then fax or email new request on a separate form for record purposes.
  4. Office of Information Technology Services ATTENDANT CONTROLLED CONFERENCE CALL:
    1. It is a type of call where we (the State Operators) are going to connect you with the numbers you provided;
    2. There is a set up fee of $20 per call for the Attendant Controlled Conference Call;
    3. Your office will be paying for the call;
    4. The charge number is your office phone number;
    5. Be sure to send your request at least 24 hours in advance;
    6. After receiving your request we'll send you a email to confirm it;
    7. Please send us the most accurate information (i.e.: office, cell or home phone number and extension if that is the case) of the people we are going to connect with you;
    8. Make sure you call us at 919-733-1110 to initiate your conference call (Be aware that it takes 1 minute to connect each person on the conference with you),
    9. In case your meeting has been cancelled you need to let us know so that there will not be a charge. You can REPLY to our email or send it by fax.


Conference Rooms

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Location Room # Seats Contact Person Telephone Number
DENR Conference Rooms - Archdale Building
Hearing Room Room G-19 100 Mary Birli 715-3868
Land Resources Room 504-2A 20-25 Barbara Glover 733-3833
Purchase & Service Room 640-A 10-20 Mary Birli 715-3868
Parks & Recreation Room 732 20 Helen Davenport 733-4181
Water Quality Room 917 15-20 Ricky Terry 807-6355
Forestry Room 1042-A 15-20 Renee Hall 857-4801
Water Resources Room 1106-Y 15-20 Krystal Moody 715-5448
Secretary's Office Room 1428S-2 (conf 1)
Room 1419-P/1419-2 (conf 3)
Room 1428L (executive)
10-12
25-45
6
Wanda West 715-4180
or 733-4984
Budget Planning & Analysis Room 1342-A 10 Pat Powell 715-9599
Other DENR Conference Rooms
Water Quality
Raleigh Regional Office
Room 101-B
(3800 Barrett Drive)
15-20 Donna Futrell 571-4700
Radiation Protection
3825 Barrett Drive
Room 101 25-45 Joyce Hall 571-4141 Ext 244
Waste Management
401 Oberlin Road
Room 1
Room 2
Room 3
AG Conference Room
20
20
20
8
Sue Hodge
Note: Rooms 1, 2 & 3
can be separate
or adjoining.
733-4996 Ext 201
Museum of Natural Sciences Board Room (5th Floor)
Conf Room (Basement)
25
100*
Jamie Dement
*must set up and break
down chairs & tables
733-7450, Ext. 250
Conference Rooms in 2728 Building
Environmental Health Room 1A 117
Room 1A 201
10
15
Angela Cochran 733-2870
Environmental Health Training Room 1A 224
Room 2A-100
25-50
12
Anna Beamer
Jeff Jackson
715-3205
715-3207
Construction Grants Room 1F 122 10 Sharon Davis 733-6900
Customer Service Training Room 1H 120 35-40 Eula Alexander 733-2061
Air Quality Room AQ 525
Room 1D 240
Room 1E 113
45
20
8-10
Bonnie Jordan
Cathy Teulings
Angela Terry
733-3340
715-6235
715-7670
Forensic Test for Alcohol Room 1B 314 7 Kim Aycock 715-6441
Ground Water/Aquifer Protection Room 1C 300 15 Karen Prather 715-6418
Public Water Room 1B 420 12 Anne Kreel 715-9708
Underground Storage Tank (No assigned number) 20 Jane Corner 733-1302
Other Conference Rooms
Dobbs Bldg 3rd fl conf rm
6 tables w/8
at each table
48-50 Sylvia East
733-3058


Message Board

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